In rental property management, it is difficult to prevent problems completely because landlords work with tenants who have diverse values and lifestyles. However, if you understand the types of problems that occur most often and the correct ways to address them, you can minimize the damage. This article explains the tenant troubles that frequently arise in rental management, how to respond to them, and how to prevent them.
What tenant troubles commonly occur in rental property management?
Tenant troubles tend to follow several typical patterns. Below are the issues that occur most frequently.
Rent arrears
Rent arrears are the tenant trouble that causes the greatest financial damage. Once arrears occur, the unit is effectively in the same condition as a vacancy even though a tenant is still occupying it. Under a lease agreement, forced eviction is generally not permitted when the arrears period is only about one to two months. Using a joint guarantor or a rent guarantee company is an effective preventive measure.
Unauthorized pet ownership
Keeping pets without permission in a property where pets are prohibited causes multiple problems, including noise, odors, scratches, and stains. The cost of restoring the property can be charged to the tenant, but the damage done to an important asset cannot be measured by cost alone. Clear prohibition clauses and penalty provisions in the lease are essential.
Noise problems
Noise such as late-night voices or footsteps can lead to complaints from other tenants. Issuing reminders by letter or notice and giving warnings through the management company are the basic responses. If the problem does not improve, legal action may also need to be considered.
Improper garbage disposal
Ignoring sorting rules or putting out garbage on days other than collection days is a problem that can lead to complaints from nearby residents and local authorities. Thorough explanations at move-in and posting notices at the garbage collection area are the basic measures.
Unauthorized move-out or sudden disappearance
When a tenant leaves without notice or suddenly disappears, it becomes difficult to handle abandoned belongings and recover unpaid rent. Using a guarantee company and securing an emergency contact are effective preventive steps.
What is the correct way to respond when tenant trouble occurs?
When a problem occurs, a calm and prompt response is required. Address it in the following order.
- Confirm the facts: Hear the situation from both parties involved
- Provide written notice: Record cautions and warnings in writing, not only verbally
- Set a deadline for improvement: Establish a specific deadline and request corrective action
- Coordinate with the management company: Make use of the management company's expertise
- Consider legal action: Consult a lawyer if there is no sign of improvement
How can tenant troubles be prevented in advance?
Prevention is the most effective trouble countermeasure. Put the following measures into practice.
- Strengthen tenant screening: Verify proof of income and employment, and use a guarantee company
- Prepare the lease agreement carefully: Clearly state prohibited acts and penalty provisions
- Provide thorough move-in explanations: Explain house rules and garbage disposal rules in writing
- Conduct regular inspections: Check the condition of common areas on a regular basis
- Respond quickly to complaints: Act promptly based on the rules of the lease agreement
How can outsourcing to a management company reduce a landlord's burden?
Handling every trouble personally places a significant burden on the landlord, so it is also important to consider outsourcing to a management company. Management companies are professionals in tenant response and provide services such as a 24-hour contact desk and regular inspections. After reviewing the typical market rate for management fees, assess the balance between cost and benefit.
Frequently Asked Questions (FAQ)
If rent arrears continue, after how many months is forced eviction possible?
In general, if arrears continue for more than three months, the relationship of trust may be considered broken, making legal procedures for contract termination and forced eviction possible. However, because this depends on a court's judgment, we recommend consulting a lawyer.
What is the most common type of tenant trouble?
According to a survey by Japan's Ministry of Land, Infrastructure, Transport and Tourism, troubles related to noise and everyday living sounds are the most common, followed by rent arrears and improper garbage disposal.
Who bears the cost of dealing with tenant trouble?
As a rule, the cost can be charged to the tenant who caused the problem, but in some cases collection is difficult. Using a guarantee company or outsourcing to a management company can reduce the landlord's risk.
What measures help prevent trouble with foreign tenants?
Effective measures include preparing multilingual guides to house rules and explaining cultural differences in advance. Using a guarantee company is also important.
